TABLE OF CONTENTS


Sell a new membership

Membership sales begin in the Customers screen. To make the sales process easier for your staff, we recommend you add a button to your POS menu called Memberships which links to the Customers screen automatically so it matches the process we are describing below.

  1. Open the Customer screen (using a shortcut in POS or from the menu) and search/add the customer who is purchasing the membership.
  2. With the customer highlighted, click the Membership tab, then choose the membership you want to purchase and select Add.
  3. If you have preprinted membership cards, scan or enter the new membership card number in the field, or use the system-generated number, then press Ok.
  4. The membership item will automatically add to Point of sale, where you can process the payment as usual.
  5. After the membership purchase is complete, a Membership registration email is automatically sent to the customer so they can update their membership details online. They must do this within 24 hours of receiving the email, otherwise, the registration link will expire and you will need to resend it.


Does your membership require validation such as proof of ID or address? You may need to fill in extra information about this customer to validate the membership.



Lookup a member in the customer screen

Once you have sold a membership, you can look up the details of their membership. 

You will also need to do this in situations where a customer does not yet have a membership card or forgot to bring their card.

  1. Open the Customer screen. 
  2. Scan the customers card into the 'card' box 
  3. OR enter the customer's name, email or phone number into the Search field, then press enter.
  4. Once you have found the customer, highlight their name, then click the Membership tab
  5. Click on the Use this to launch the Membership lookup screen.

Lookup a multi-trip pass member in the customer screen

Once you have sold a membership, you can look up the details of using the multi-trip pass using the voucher lookup function from the POS screen.


This will show you how many trips the customer has remaining and when it was last used. 



Adding other member names to a 'Group' or 'Guardian' type membership

If you sold a Group (family) or Guardian (child) type membership, record the names of the additional members and if needed, send them a registration email.

  1. Reopen the Customer screen, and select the appropriate membership option for the customer who initially purchases the membership, then click Add.   
  2. Choose the appropriate Adult or Child option from the droplist. The system will tell you how many of each type can be added.
  3. Enter the first name, last name and email address (if this is for a family or child you can reuse the same email address as the membership owner).
  4. Click Add, or if the customer already exists, click Select.
  5. If you are adding a child, fill out the Date of Birth.
  6. Complete any additional information, such as answering membership questions or adding a photo (see further below).


Send members an invitation email

When a membership is first sold through POS, the membership registration is sent automatically to the primary member when the sale is completed. If you would like to send additional emails to other members so they can complete their registration online, follow these steps: 

  1. Open the Customers screen, and search for the customer. 
  2. Once selected, highlight the customer then click the Memberships tab.
  3. Select the member from the Membership grid, then switch to the Details tab 
  4. Click Send on the Registration email to send the Invitation template.


Capture membership information

Membership questions

Your Membership may require the collection of additional information. E.g. if you have a locals’ or residents’ membership, you may need to check their proof of address or ratepayers' number and add that information to their profile in order to validate the membership. Alternatively, you may want to capture additional information about your customers for marketing purposes.


Custom question responses can be captured/viewed on the Customers screen.  

  • Red captions are ‘user questions' and are not required for membership validation.
  • Grey-ish red captions are ‘owner questions’ and will be required for membership validation.


Capture membership photos

You can add a photo of the customer on the Details tab on the Customer screen. The member photo will display when their Membership card is scanned at Point of sale.


Important:  If a 'Group' (family) or 'Guardian' (child) type membership ensure you click on the name of the member you are wanting to capture a photo of otherwise you will override the photo of the membership owner.   

  • Capture will use your linked webcam to take a picture
  • Load allows you to import a photo from your computer files
  • Paste allows you to import a photo from your clipboard

Once you’ve added your photo, you can Edit it if necessary e.g. to crop backgrounds so the face in the image is more clear.



Validate a membership

If a membership is dependent on special conditions, you will need to validate the membership. E.g. A student pass may require a student ID, or a Locals pass may require proof of address.

  1. Open the Customer screen and search for the member.
  2. Click on the Membership tab and then 
  3. Click on the Details tab, and select Validate. 
  4. This will re-check if the required questions are answered and then set the membership status to Current.


Change the status of a membership

To manually change the status of a Membership, you can simply change the status field on the Membership tab in the Customers screen. The following statuses are available:

  • Cancelled = used to manually cancel a membership for any reason. Membership cannot be used.
  • Current = the membership is current and can be used today if it falls within the start and end date.
  • Expired = the end date has passed. Membership cannot be used.
  • Hold = membership is on hold due to some reason. Does not automatically extend the expiry date when changed back to current. Membership cannot be used.
  • Pending = membership is pending manual validation. Membership cannot be used.
  • Suspended = used to mark a membership suspended for a reason, i.e. the customer misbehaved. Membership cannot be used.


Refund/exchange a membership

To refund a membership, you first need to change the status of the membership to Cancelled. Then you can process a refund through POS depending on your company’s refund policies. 

  1. Open the Customers screen and search for the member.
  2. In the Memberships tab, highlight the membership row, then click the Membership tab on the right-hand panel. 
  3. Change the status to Cancelled, then click Save.
  4. Check the History tab to see the original transaction the membership was sold on at POS. Note down the sale ID.
  5. Process a sale return for the membership by entering the original POS transaction. If you are giving the customer a refund, process to the correct payment type.
  6. If your customer wants to exchange the type of membership they have, Click Add from the Customers screen for the new membership type, this will bring the new membership to POS. You can process payment or refund for the difference.


Change the expiry date of a membership

Sometimes it is necessary to extend or modify the expiry date of memberships. 

  1. Open the Customer screen. 
  2. Enter the customer's name, email or phone number into the Search field, then press enter.
  3. Once you have found the customer, highlight their name, then click the Memberships tab.
  4. Select the appropriate membership (they may have more than one type), then click the Membership tab on the far right of the screen. 
  5. Select the new End date for the membership, then click Save.


Scan a membership card

  1. Scan the membership card into the POS entry box.
  2. Click the Membership lookup button (this should be linked to the Customer lookup system function). 
  3. To record admission, click the Gate scan button. If you have multiple people entering using this membership, repeat this process.


Apply a member discount or promotion to a sale

Members may receive discounts on items or even have special promotions available.

  1. Scan the membership card into the POS entry box.
  2. Click the Membership lookup button (this should be linked to the Customer lookup system function). 
  3. Click the use discount or use promotion button (the promotion option will apply the best deal for the customer, based on the items in the sale).